Full-time position available. Tuesday-Saturday schedule preferred. In-office position. Wage DOE
Purpose: Support and collaborate with the People and Culture (P&C) Manager, Director, and Specialists to ensure payroll and benefits functions serve organizational goals. The Payroll Specialist’s focus is preparing semimonthly payroll, completing related reports for the management team, and supporting employee benefits administration. All P&C specialists support recruiting, hiring, and orientation, as well as information tracking, document creation/updates, and special projects.
Specific Responsibilities of Payroll & Benefits Specialist
Payroll
- Keep accurate, complete, up-to-date, secure files related to payroll and benefits-related data.
- Prepare payroll accurately, meeting established deadlines.
- Manage data in timekeeping/scheduling module.
- Manage earnings including, but not limited to, regular hours, holiday and overtime hours, PTO, bonuses, wage changes, and retro pay.
- Manage payroll deductions including, but not limited to, insurance, HSA, 401K, advances, and garnishments.
- Ensure processing of all payroll-related funds including, HSA and 401K contributions and reimbursements.
- Maintain payroll checklist and associated instructions, reconciliation worksheet, Personnel Report, overtime, bonus, retro, and other necessary tracking.
- Follow procedures for exiting employees in our systems; create last-check adjustments, exit notifications, and update staff discounts (POS system).
- Maintain a basic working knowledge of employment law, particularly related to payroll.
Benefits
- Assist in the administration and maintenance of Co-op benefit programs including but not limited to, health, dental, and vision insurance; HSA; 401k; and Employee Assistance Program; etc.
- Maintain HRMS with up-to-date records of employees.
- Monitor eligibility and reimbursements for various benefits as directed; follow procedures to drop ineligible employees and communicate with TPA and brokers as necessary.
- Maintain knowledge of all benefits to answer staff and manager questions.
- Assist with benefits reporting needs as directed.
Workers' Compensation, Unemployment Claims, & Leaves
- Process routine staff injury reports for workers’ compensation claims.
- Process routine unemployment claims.
- Maintain accurate, complete up-to-date records on both types of claims.
- Complete reports to outside agencies thoroughly and on time.
- Assist in the administration and tracking of FMLA and other leaves of absence.
Recruitment Support
- Maintain fluency in applicant tracking software and utilize to meet service and efficiency goals in recruiting.
- Conduct recruitment procedures, as directed, to ensure that qualified applicants are hired promptly, following established procedures and employment law, including:
- Communicate with managers to develop timelines for recruitment for each position, coordinate timing of each process with orientation schedule for efficient use of time.
- Place ads and postings.
- Conduct initial screenings and initial interviews using established procedures.
- Check references as requested by the P&C Manager.
- Acknowledge all applicants in a timely manner.
- Conduct new employee orientations (pre and full orientation) to ensure employees have the information and resources they need to successfully navigate the Co-op’s policies and culture.
General
- Maintain working knowledge of and follow established CFC policies and procedures.
- Maintain complete confidentiality and professional boundaries regarding all P&C department matters including payroll, benefits, and personnel information and issues.
- Maintain working knowledge of HRMS, scheduling software, MS Office Suite, and the Co-op’s protocols related to electronic document creation and storage.
- Develop and maintain systems for tracking and reporting on P&C processes to both ensure excellent communication and accountability between the P&C department and Co-op managers and staff.
- Refer staff and managers to the P&C Manager or Director for assistance and guidance outside of explicit responsibilities except when directed otherwise by the P&C Manager.
- Create and maintain new documents, tracking and other tools, policies, etc. in collaboration with P&C Manager.
- Ensure that all files and all related documents are updated following a revision or new program/system.
- Work with the P&C Manager and P&C Specialists to maintain up-to-date documents and files for general P&C-related documents, including brochures, check-in forms, work agreements, store and staff policies, and others as directed.
- Assist in Communication Box document pick-up, administration, and tracking.
